Managing categories
Categories are the labels your team uses to organize records. They shape dropdowns, filters, dashboards, and reports, so a small amount of setup discipline makes the rest of MaintenanceOps easier to use.
Administrators manage categories under Settings → Categories.
Keep each category list focused
Section titled “Keep each category list focused”| Area | Category should describe |
|---|---|
| Work orders | The type of maintenance work being performed |
| Assets | The type of equipment being tracked |
| Parts | The type of inventory item |
For example, HVAC may make sense as a work-order category, while Rooftop Unit may be more useful as an asset category.
Build categories around decisions
Section titled “Build categories around decisions”A good category should help you answer a useful question later. Work-order categories such as HVAC, Plumbing, Electrical, Grounds, and General Maintenance make it easier to see where labor and repair demand are going.
Add a category
Section titled “Add a category”- Open Settings → Categories.
- Choose the Work orders, Assets, or Parts tab.
- Enter the new category name.
- Confirm the addition.
The category becomes available immediately in that area’s dropdowns.
Rename or remove?
Section titled “Rename or remove?”| Action | Use it when |
|---|---|
| Rename | The category is still useful but the wording should be standardized |
| Remove | Staff should no longer choose the category for new records |
Renaming updates existing records to the new name. Removing keeps historical records intact but removes the category from new-entry choices.
Review categories before a large import
Section titled “Review categories before a large import”If you’re migrating from another system, clean up duplicate or inconsistent labels before importing large amounts of data. That gives you cleaner filtering and reporting from day one.
See Importing your data for the migration workflow.
A practical category review
Section titled “A practical category review”Every few months, ask:
- Are people choosing the same category for the same kind of work?
- Are any categories duplicates or nearly duplicates?
- Is there a category nobody uses anymore?
- Is a recurring type of work being buried under Other or General?
The goal is not a perfect taxonomy. It is fast everyday entry and dependable reporting.